PITSTONE PARISH COUNCIL SPORTS & LEISURE COMMITTEE
Minutes of the Sports & Leisure Committee Meeting 
held on 11 April 2016 in the Meeting Room at the Memorial Hall, starting at 7.30pm

PRESENT:	Cllr Mrs Groom (Chair), Cllr Weber, Cllr Blunt, Cllr Mrs Crutchfield, Laurie Eagling (clerk), Paolo Aquila (Senior FC), Daryl Masters (JFC)
APOLOGIES:	Cllr Saintey (annual leave), Matthew List (JFC) (at JFC meeting), John Groom (Groundkeeper) (alternative appointment)

SL1/16	ATTENDANCE AND APOLOGIES - See above.   

SL2/16	QUESTIONS FROM THE PUBLIC – None present.

SL3/16	DECLARATIONS OF INTEREST

Councillor Groom declared a pecuniary interest in A J Groom.
	Councillor Crutchfield declared that her nephew plays football with one of the teams; and an interest as the parish council’s representative on the Pitstone Allotment Association.

SL4/16	APPROVE MINUTES OF LAST MEETING 
	
The minutes of the previous meeting held on 14 March 2016 were approved as a true and correct record.  The Chairman was duly authorised to sign them.

SL5/16	PAVILION/SPORTS SITE RE-DEVELOPMENT

1.	Parish Council Redevelopment of building, external storage, outside perimeter, car park etc
a.	Design and Build
AVDC unable to procure on the councils behalf.   AVDC recommended the council obtain an initial illustrative layout, and then secure one-stop-shop services from a third party body to procure, design and build the new facility.

In order to obtain the initial illustrative layout all parties need to confirm exactly what we are procuring.  A discussion followed re Creasy Park in Dunstable and possible specifications for Pitstone.

It was suggested that the most advantageous solution would be to have one large flexible function room (with divider tbc) with commercial kitchen, bar area (must be able to close off), social area & toilets to cater for after-match refreshments, potentially some evening openings, external hired parties etc.   Plus a separate second large general function room with good quality divider to alow use as 2 separate rooms if necessary, small kitchen, small set toilets, to enable hire by scouts, youth café, parties & functions.  Full council to consider putting this proposal forward for use with initial drawings.

b.	Funding
An expression of interest has been lodged with AVDC re S106 part funding and a full application will be submitted once costs clearer.
An expression of interest has been lodged with New Homes Bonus and a full application invited by 29/7/16.
Other grant opportunities a possibility but need costs/planning prior to application so will depend on need and available timescale.

c.	Ongoing Finance
The parish council to work with all clubs that will utilise the site to develop a business plan for submission with the grants and to show an improved ongoing funding stream to support the site.  This items still needs to be progressed.  Options to consider including advertising around the pitch, sponsorship of the stands, sponsorship of the site, rental income from bar/social room or proceeds from bar sales.

2.	Football
a.	It was noted that A J Groom had volunteered to contribute labour free-of-charge to enable the extension of the pitch.  The Parish Council wished to extend their gratitude to A J Groom for his generosity.
b.	The remaining bill (for materials) for pitch extension amounted to £3,000.   P&IUFC believe that they will be able to secure a grant from the Football Foundation for 70% of this cost ie £2,100.
c.	It was RESOLVED that the Parish Council would meet the remaining £900 cost to extend the pitch, given the time constraints for implementation this season, on the following conditions:
i.	P&IUFC were successful in obtaining the £2,100 grant.
ii.	This was the last grant being offered, given the financial outlay over the last 12 months and the development work planned.
iii.	P&IUFC put measures into place to make their club more financially sustainable given their aspirations of development eg charge players match fees and stop paying players fines
iv.	P&IUFC to provide an update to the Parish Council.  Should the Football Foundation not accept a grant application from the football club alone and require the parish council as a guarantor, then all grant terms and conditions must be supplied to the parish council prior to submission for legal check and approval.
v.	To be progressed and refined during April.
d.	The football club aspire to install several other improvements eg perimeter fencing, ball stop netting etc.   It was RESOLVED that the parish council would consider each item on its merit at the point that the P&IUFC was able to prove funding etc for that improvement.
e.	A discussion followed about joint co-operation between JFC and P&IUFC regarding the installation of proper floodlights to the main pitch and training area.  JFC confirmed that they no longer held any Youth Bank funding towards the project.  The provision of proper floodlighting may prevent JFC teams having to divert to Tring in the winter, which is very expensive.  It was RESOLVED that DM would speak to the rest of the JFC committee about any potential involvement.

3.	Scouts
No-one in attendance at meeting.  Speak to P&I Scouts again and request a response within one week or will need to proceed without them so as not to hold up the re-development of the main building.

4.	Tennis/Netball
The provision of the floodlit MUGA for tennis, netball and 5-aside football is dependant upon the procurement of additional neighbouring land.  The landowner is still trying to establish the terms under which it might offer the land for lease.  

SL6/16	OTHER PAVILION CENTRE MATTERS

1.	It was noted that the full meeting of Pitstone Parish Council had RESOLVED to meet the cost of summer renovation to both pitches of £3,500 + VAT.
2.	It was RESOLVED to meet the cost of necessary repairs since the last meeting including: replacement of 2 broken roof tiles.  Other works that didn’t require expenditure including replacing the fuse in the urn & adjusting the heating control on the boiler.
3.	Consideration was given to all the training requests.   P&IUFC and JFC agreed a schedule between them.

SL7/16	OTHER SPORTS AND LEISURE MATTERS

1.	Allotment tenancy renewals now complete.  No vacant plots.
2.	It was noted that no remedial works had been required at the play areas during the previous period.
3.	The annual playground inspection report provided by Wicksteed was discussed.  Members had not had time to visit all the sites.  It was therefore RESOLVED to carry this item forward to the next full council meeting where the members would make recommendations to full council.
4.	Open access football goal – still in discussion with local youths.
5.	Open Space Policy – carry forward, amendments to be submitted to the clerk.

SL8/16	REPORTS

1.	No new reports.

SL9/16	DATE OF NEXT MEETINGS

	The attendees were reminded of the next meeting dates:

Monday 9 May 2016 – the sports pavilion
Monday 13 June 2016 – the sports pavilion
Monday 11 July 2016 -  the sports pavilion
Monday 8 August 2016 – the sports pavilion
Monday 12 September 2016 – the sports pavilion
Monday 10 October 2016 – Meeting Room at Pitstone Memorial Hall
Monday 7 November 2016 – Meeting Room at Pitstone Memorial Hall
Monday 12 December 2016 -  Meeting Room at Pitstone Memorial Hall

Meetings to be in the meeting room at the hall during cold/winter months and on site at the pavilion during warmer/summer months.

SL10/16	CLOSURE OF THE MEETING 	

There being no further business to be transacted, the chairman closed the meeting at 9.00pm.

Signed:    ________________________________________		Date: _____________________             Chair